TDC EVENT SPONSORSHIP

Transcription

1 All spnsrship grant applicatins must be submitted 30 DAYS PRIOR t the event taking place. Any applicatins submitted less than 30 days prir t the event taking place will be ineligible. All pst-event supprting dcumentatin must be submitted t the Ecnmic Grwth Department (EGD) n mre than 90 days after the event has taken place. If supprting dcumentatin is nt received within 90 days, spnsrship funding may be denied. Pre-event spnsrship awards will be determined utilizing the Lake Cunty Turist Impact Mdel (TIM) and represent the maximum funding pssible, nt a guaranteed amunt (see belw fr details.) There are n guarantees that applicants will be awarded funding. Even thugh an event may qualify, limited funds may nt allw that event t receive assistance. Decisins regarding the awarding f funds are at the sle discretin f Lake Cunty Ecnmic Grwth Department. Events will nly qualify fr ne f the tw prgrams listed. Scanned r facsimile signatures n this Agreement shall be acceptable. If awarded funds, the applicant agrees t the fllwing: * T stage the event and be respnsible fr all expenses incurred in cnnectin with the staging f the Event. * Prvide rules and regulatins fr the Event, and slicit and acquire all participants fr the Event. * Pay the expenses, r cause t be paid the expenses, f all persnnel specifically engaged by the applicant t wrk in cnnectin with the Event. * Obtain any and all gvernmental permits required t cnduct the Event and cmply with all applicable Federal, State and lcal laws as they pertain t this Event. * Design, arrange, print and distribute, r cause t be designed, printed r distributed, marketing material fr the Event and be respnsible fr the selling r placing f advertising in relevant media, fr the purpses f prmting the Event. * Allw lcal media utlets t film, market, r advertise the Event upn request. * Obtain such ther spnsrs r partners as is necessary t carry ut the Event. * Recgnize Lake Cunty as an Event spnsr with apprved use f the Cunty s lg and apprpriate wrding n all prmtinal materials, prgramming, registratins, and media. The Cunty shall additinally be permitted t take prmtinal vides and phtgraphs t be used fr Cunty purpses. * If requested by the Cunty, allcate a lcatin with a table r tent t distribute Cunty prmtinal materials. TDC Event Spnsrship App v.5.1 1

2 If awarded funds, the applicant agrees that: * If, when, and t the extent during its activities under this Agreement, a curt determines that the applicant is a cntractr fr purpses f Sectin , Flrida Statutes, the applicant shall cmply with all f the Flrida public recrds laws. Failure t cmply with this sectin shall be deemed a breach f the cntract and enfrceable as set frth in Sectin , Flrida Statutes. ROOM NIGHT PROGRAM Actual spnsrship funding will be determined based n supprtable rm night generatin as verified by the Pst Event Summary Reprt and Rm Night Certificatin Frms submitted by the Applicant. Only signed Rm Night Certificatin Frms will be accepted as supprt fr rm night generatin. In select cases, nly with prir apprval frm Lake Cunty EGD and nly fr applicants that have a demnstrated histry f successful survey implementatin, rm night surveys may be used as an acceptable frm f dcumentatin. s frm hteliers will nt be accepted as an fficial frm f verificatin. If the verified rm night figures are less than the prjected rm night figures, spnsrship funding may be reduced. Award disbursement will nly ccur after the event has ccurred and pst-event dcumentatin has been submitted and verified. DAY TRIP PROGRAM OPTION 1: Spnsrship awards fr the Day Trip Prgram will be disbursed in tw installments: Installment #1: Up t, but nt t exceed, 50% f the ttal spnsrship award as a 50/50 match fr ut-f-cunty advertising. (eg. fr every $1,000 that an event spends n ut-f-cunty advertising, Lake Cunty EGD will match $500). Advertising must target visitrs currently living utside f Lake Cunty and must include the Lake Cunty lg in the design r, if radi, must mentin Lake Cunty. TDC Event Spnsrship App v.5.1 2

3 Eligible advertising channels include, but are nt limited t, magazines, newspapers, billbards, televisin and radi. Lake Cunty EGD reserves the right t determine the eligibility f all advertising tactics. As such, it is recmmended that all anticipated advertising tactics be cnfirmed as eligible with Lake Cunty EGD staff prir t executin. Installment #1 will nly be paid after the advertisements have run and after all supprting dcumentatin (prf f run and prf f payment) has been submitted. Installment #1 CAN be disbursed prir t the event taking place. Installment #2: If the full 50% f the spnsrship award is nt utilized during Installment #1, the funds DO NOT carry ver t Installment #2. Up t, but nt t exceed, 50% f the spnsrship award will be paid after the event has ccurred and the Pst Event Summary Reprt has been submitted and verified. Installment #2 funding CANNOT exceed the ttal amunt f grant funding paid ut in Installment #1. OPTION 2: The spnsrship may be paid in a single, lump sum payment at the cnclusin f the Event, upn receipt f the apprpriate invice with tw line item amunts shwn n it. The first line item f the invice shall be calculated as fifty percent (50%) f the amunt spent in advertising, nt t exceed fifty percent (50%) f the funds allcated hereunder. The secnd line item shall be and amunt nt t exceed the first line item f the invice, with a ttal amunt nt t exceed the amunt awarded The applicant shall ntify the Cunty prir t award if they prefer this Optin, therwise payment shall be autmatically paid in accrdance with Optin 1 abve. TDC Event Spnsrship App v.5.1 3

4 SPONSORSHIP AMOUNT REQUESTED: Please select the categry f spnsrship that yu are applying fr (nly ne categry can be selected): Rm Night Prgram Wh shuld select: Events that generate and can efficiently track rm nights Award determinatin: # f rm nights generated (Min. 50) Reprting requirements: Pst Event Summary Frm (attached) Rm Night Certificatin Frms fr each participating htel (attached) Payut Structure: 100% f supprtable award paid after cmpletin f event Day Trip Prgram Wh shuld select: Events that generate significant day trips frm ut-f-cunty visitrs Award determinatin: # f ut-f-cunty visitr days generated (Min. 500) Reprting requirements: Pst Event Summary Frm (attached) Payut Structure: Lump Sum Payut at the Cnclusin f the Event unless therwise requested. *See Rules and Regulatins fr Details A. Backgrund 1. Name f Event/Prject 2. Lcatin/Date/Time 3. Submit a brief narrative f the event/prject and describe in detail the purpse fr which yur rganizatin is seeking turist develpment tax funds: B. Submitting Organizatin Infrmatin 1. Name f Submitting Organizatin TDC Event Spnsrship App v.5.1 4

5 2. Tax Status f Submitting Organizatin 3. FEID Number (Please submit yur W-9 with Applicatin) 4. Cntact Persn and Title Address: Phne(s): Fax: Website: C. Event Details 1. Are plans being made t have the event in Lake Cunty again next year? 2. Outline f the marketing plan fr event (Circle thse that apply): Reginal: Print Radi Televisin Natinal: Print Radi Televisin Online: Scial Media Website 3. If selecting the Day Trip Prgram, please prvide mre detail regarding the anticipated ut-f-cunty marketing tactics: Publicatin/Channel Tactics Area f Distributin (must be ut f Lake Cunty) Number f Runs Anticipated Cst 5 4. List Hst/Participating htel(s) cmmitted and cntact persn fr each htel: 1) Htel: Cntact: 2) Htel: Cntact: 3) Htel: Cntact: 4) Htel: Cntact: TDC Event Spnsrship App v.5.1 5

6 5. T the best f yur knwledge, please fill in the fllwing charts with yur prjected event attendance and rm night estimates. Verificatin f estimates will be required upn cmpletin f event t apprve release f spnsrship funds: Prjected Rm Nights Bed Tax Exempt Rm Nights (If applicable) Average Nightly Rm Rate Ttal Type f Attendee Spectatrs/Visitrs Vendrs Players/Participants/Caches Adult* Players/Participants/Caches Yuth* Media/Staff *Fr sprting events nly. Out-f- State Origin f Attendee In-State, Nn- Cunty Lcal Avg. Length f Stay (Days) 6. Hw much will the rganizer be spending lcally t prduce the event? D. Please Submit the Fllwing Additinal Event Infrmatin Detailed budget fr yur event Detailed agenda r schedule f activities t be held during the event TDC Event Spnsrship App v.5.1 6

7 F. Signature By signing belw, I acknwledge that I have read the attached Rules and Regulatins. I als cnfirm that this applicatin has been cmpleted with infrmatin that is accurate t the best f my ability. I understand that this applicatin and future grant applicatins culd be reduced r denied based n the accuracy f the infrmatin prvided. Once cuntersigned by the Cunty, this becmes a binding agreement with a term lasting n later than ninety (90) days frm the cnclusin f the Event. All deliverables required hereunder shall be delivered t the Cunty within this pst-event time frame. I acknwledge and understand that the cntract amunt shall nt exceed the amunt apprved by the Cunty as stated belw under the Funding Determinatin bx. If the Event des nt ccur as described herein, I understand and agree that the Cunty shall have the right t refuse payment hereunder, r t reduce the payment accrdingly as determined by the Cunty. I agree that the Cunty shall have all rights t enfrce this cntract as prvided fr by law. Signature (Please sign in BLUE ink) Date Name and Title f persn authrized t bind the applicant Applicant s Organizatin Funding Determinatin (t be filled ut by EDT staff) Request Apprved. Maximum Ptential Award $ Day Trip Prgram Optin 1 Installment Prgram Requested Request Nt Apprved. Cmments: By: Rbert Chandler, Directr Date David Heath, Cunty Manager Date Apprved as t frm and legality: Melanie Marsh, Cunty Attrney Date TDC Event Spnsrship App v.5.1 7

8 POST EVENT SUMMARY REPORT Event Name: Event Dates: Event Organizer: 1) T the best f yur knwledge, please fill in the fllwing charts with estimates fr the number f rm nights and attendees resulting frm yur event: Rm Nights Type f Attendee Origin f Attendee In-State, Out-f- Nn- State Cunty Lcal Avg. Length f Stay (Days) Spectatrs/Visitrs/Participants Vendrs Media/Staff 2) Were there any extenuating circumstances that lead t actual attendance r rm night generatin falling belw prjectins: YES r NO 3) If yes, what were thse circumstances: 4) Was yur event a rm night generating event, if s, please fill ut the Rm Night Certificatin Frm. One (1) frm must be submitted fr each participating htel. Event Organizer Signature: Date: Pst Event Summary Reprt v.1.0

9 ROOM NIGHT CERTIFICATION FORM *ONE FORM MUST BE COMPLETED FOR EACH PARTICIPATING HOTEL* Event Name: Event Dates: Event Organizer: Hst Htel: Htel GM/Sales Manager: Date: / / Rm Nights: Date: / / Rm Nights: Date: / / Rm Nights: Date: / / Rm Nights: Date: / / Rm Nights: Date: / / Rm Nights: Date: / / Rm Nights: Ttal Rm Nights Used Thrugh Duratin f Event: *Please nly include rm nights directly attributable t the subject event. I hereby attest that the infrmatin given abve is accurate t the best f my knwledge, and that prviding misinfrmatin may lead t the denial f current and/r future spnsrship funds t the submitting rganizatin. GM/Sales Manager Signature: Date: Rm Night Certificatin Frm April 17, 2015